Case Ctrl N E W
- 1. PROPOSAL ON TASK MODULE Task Assignment Task Planning Task Monitoring Reporting Prepared by Sherine & Chung Yeek November 2007
- 2. SECURITY CONTROL MD / Administrator HOD 2 HOD 1 HOD 4 HOD 3 Staff Staff Staff Staff Staff Staff Staff Staff Group 1 Group 2 Group 3
- 3. SECURITY CONTROL User security is by hierarchical structure. There are no limit for user level. 3 level for system user:- Administrator - Have full control & authority in the system Super user – Allow to create normal user, create & assign case/task Normal user – Only allow to update status of each stage of the case that was assigned to them Top level user can view all lower level user’s cases under him/her, but lower level user can’t view his/her top & same level user (similar to MLM). Super user/HOD under same group can view all the cases assigned to the group. All users can be grouped by group (for filtering purpose), e.g. :- By locations: HQ, Melaka, Ipoh & BP By services: Audit, Tax, Accounting, etc. 1 user ID can has few users, e.g. 2 typist can share 1 user ID called ‘Typist’. System will record the user ID & the computer name for system audit purpose.
- 4. FLOW Case Service Stage Administrator create case HOD assigns PICs PICs update stages
- 5. CASE Case no. FYE Company/Client name Priority Select Classification Add Delete Update (High, Medium, Low) No. Service Service PIC Notify date Remarks
- 6. CASE User is free to create & define the services & stages. Stages are define under services. Each time create cases, allocate a unique case no. & select the service(s) going to involve. Case no. is unique & auto generated by system. Person who creates the case will select whom to be notified (user that grouped under the selected service, e.g. HOD) & the notify date. System will notify the service PIC based on the notify date via email & prompt them when login to the system.
- 7. SERVICE ADD NEW SERVICE Service Add Stage Stage 1 days used Stage 2 days used EDIT SERVICE Add Service No. Service Edit Delete
- 8. SERVICE Case no. Company/Client name Service PIC Service start date Service complete date Service Status Service dateline Priority Add Stage 1 days used Stage 2 days used PIC PIC File no. Page continue…
- 9. SERVICE Add Delete Update Complete Service 1 3 1 1/11 4/11 5/11 S1 2 7/11 S2 4 S3 4 11/11 15/11 2 S4 2 S5 17/11 19/11 Start Expected S1 complete date Expected case complete date Actual case complete date Remarks
- 10. SERVICE 3 level of status for each stage:- Assigned: Stage assigned to stage PIC but PIC has yet to commence work. WIP: Stage PIC has commenced work. Completed: Stage has acknowledged completed by PIC. Once the last stage of the service is completed, the system will auto set the status to “Completed”. The service PIC need to assign PIC & set the expected days used for each stage. System will auto set the stage dateline. Service dateline will based on final stage dateline. System will notify the stage PIC based on the assign date via email & prompt them when login to the system.
- 11. TIME LINE Service 1 3 1 1/11 4/11 5/11 S1 2 7/11 S2 4 S3 4 11/11 15/11 2 S4 2 S5 17/11 19/11 Start Expected S1 complete date Expected case complete date Actual case complete date
- 12. TIME LINE Time line use to represent service status for each single case. Assign date & start date is different, dateline is based on expected days used, count from start date. Once pass the expected complete days or the dateline, system will use red colour block to indicate over due. Time line will increase 1 block based on the current date. 1 day = 1 block; 30 blocks = 1 month block; 12 month blocks = 1 year block. System will change the stage block to grey colour once the stage acknowledged completed. Time line will show under case. If the case only involve 1 service, system will show 1 time line. If the case involve 2 services, system will show 2 different time line. Time line will also show under each service. When user click on the stage on the time line, system will direct user to the specific case service stage status. When mouse roll over the stage, system will show how many days have been used. Under stage, time line can only be viewed.
- 13. STAGE ADD NEW STAGE Add Stage Stage EDIT STAGE No. Stage Edit Delete
- 14. STAGE Case no. Company/Client name Service Stage status Stage start date Case start date Stage end date Case dateline Add Delete Update Complete Service PIC Stage PIC File no. Stage dateline No. Date Remarks
- 15. STAGE 2 types of stage:- Continuous Once service PIC assigned to stage PIC, stage status will show “assigned”. Stage 1 PIC need to click “Commence work”, and system will take the current date as service start date. Once stage 1 completed, the following stage will show “WIP”, until stage completed. Start date of the following stage is based on previous stage end date. Defined Once service PIC assigned to stage PIC, stage status will show “assigned”. Every stage PIC will need to click “Commence work” on assign date, and system will take the current date as service start date. start date is based on user defined. Remark date will based on the current date when remark being created. Stage PIC allows to add, update & delete the remark, but not the remark create date. Once the stage completed:- Stage PIC require to click “Complete” button to notify the system this stage has been completed. System will take the current date as completion date. System will auto notify the PIC of next stage until all the stages completed. No amendment can be made after completion of the stage. Administrator or super user are allow to change each stage PIC, regardless the stage status.
- 16. USER INTERFACE User dd/mm/yy (current date) Status No. of Cases Assigned WIP Overdue No. Case No. Company Services Stage Status Priority Dateline High Medium Low
- 17. Reporting Filter:- By group By user By services By status By due date By priority Department task report Number of task in individual dept Number of task rushing for dateline Task summary report Task completed on time Task past dateline WIP report